Fees

Fees are additional charges beyond the regular membership price. They cover things like sign-up fees, belt exam fees, annual association dues, or seasonal training camp charges. Fees can be one-time or recurring, and each fee can have different amounts for different member demographics.

Navigate to Settings > Fees to manage your fees.

Fee types

Fees are classified by their schedule, indicated by a color-coded icon on the fees list:

One-time fees

Charged once when a membership is created. Common examples:

• Sign-up fee -- A one-time charge when a member joins your club.
• Registration fee -- A fee for registering with a national federation or association.
• Equipment fee -- An initial charge for a starter gi or training gear.

One-time fees have no recurrence rule and appear with an amber icon.

Recurring fees

Charged on a regular interval (monthly, quarterly, semi-annually, or annually). Common examples:

• Association dues -- Quarterly or annual fees payable to a martial arts federation.
• Insurance fee -- Monthly or annual training insurance contribution.
• Locker rental -- Monthly charge for a dedicated locker.

Recurring fees appear with a green icon and show their frequency (e.g., "Monthly", "Quarterly").

Fixed calendar fees

Charged on specific months of the year. For example, a fee due every January and July. This is useful for:

• Bi-annual exam fees -- Belt grading fees charged in set months.
• Seasonal dues -- Contributions tied to specific times of year.

Fixed calendar fees appear with a blue icon and show the month names and day (e.g., "Jan, Jul 1").

Creating a fee

Click the + button in the top-right corner to create a new fee. Provide:

• Name -- A descriptive name for the fee (e.g., "Sign-up Fee" or "Annual Federation Dues").
• Schedule -- Choose one-time, recurring, or fixed calendar. For recurring fees, set the frequency (monthly, quarterly, etc.). For fixed calendar fees, select the months and day of month.
• Prices -- Set the amount for each user demographic. For example, an exam fee might be 30.00 for adults and 20.00 for kids.
• Pro-rating -- When enabled for recurring or fixed calendar fees, the first charge is pro-rated based on when the membership starts relative to the billing cycle.

Pro-rating

When pro-rating is enabled on a fee, the system calculates a partial charge for the first billing period. For example, if a member joins halfway through a month and the fee is billed monthly, they pay half the fee amount for that first month. Subsequent charges are the full amount.

Pro-rated fees are marked with a purple "Pro-rate" badge on the fees list.

Editing a fee

Click on any fee in the list to open the edit form. You can modify the name, schedule, prices, and pro-rating setting. Changes to fees affect new charges only -- fees that have already been billed are not retroactively adjusted.

Attaching fees to plans

Fees are linked to plans. When you create or edit a plan, you can select which fees apply to it. When a membership is created under that plan, the associated fees are automatically applied:

• One-time fees generate a charge at membership creation.
• Recurring fees generate charges according to their schedule for the duration of the membership.
• Fixed calendar fees generate charges on the specified months while the membership is active.

The plan overview cards on the Plans settings page show which fees are attached to each plan, along with their amounts and frequencies.

Fee prices by demographic

Each fee can have different prices for different user demographics. This is useful when the cost of a service varies between adults and kids. For example:

• Belt exam fee: 40.00 for adults, 25.00 for kids
• Annual insurance: 60.00 for adults, 30.00 for kids

When a membership is created, the system uses the plan's demographic to select the correct fee price automatically.